Edit or void purchase credit notes

If you create a credit note with incorrect details or in error, you can’t delete it, however you can amend it or mark it as void. Voiding the credit note removes its values from Accounting but it remains in your accounts so the credit note numbers are sequential and you can view it if required.

If the credit note has a draft status, you can delete it as its values don’t appear on your ledgers.

How you edit or void the credit note depends on whether it has been allocated to an invoice, refunded or, if you use the Standard VAT Scheme, whether it’s been included in a VAT Return.

In order to void or edit saved credit notes, you need full access to the Purchases option. If you have restricted access, you can only edit or delete draft credit notes.

Edit or void a non-VAT reconciled stand-alone credit note

If you’ve refunded the credit note, you must un-allocate the payment before you can edit or void it. For more information, please see Edit or void a non-VAT reconciled allocated credit note.

To edit a purchase credit note

  1. Go to Purchases, then click Purchase Credit Notes.
  2. Click the credit note you want to edit.
  3. Amend the details as required, then click Save.

You’ve successfully amended the purchase credit note and the new values appear in your accounts.

To void a purchase credit note

  1. Go to Purchases, then click Purchase Credit Notes.
  2. Select the check box next to the relevant credit note, then click the Delete button.
  1. Enter the reason for voiding the credit note > Yes.

You’ve successfully voided the credit note and the values no longer appear in your accounts.

To reverse a VAT reconciled stand-alone credit note

If you use the Standard VAT Scheme, you can’t edit or void a VAT reconciled credit note, instead you need to reverse it. To do this:

  1. Create a new invoice with the same details as the original credit note.
  2. Allocate the credit note and invoice.
You can allocate credit notes and invoices from Contacts > click the supplier’s record > Manage > Account allocation or when recording a payment in Banking > New > Purchase/Payment > Supplier Payment.
  1. If required, create a new credit note with the correct details.

The invoice reverses the values posted by the incorrect credit note and the next time you create a VAT Return, the invoice is included and your VAT liability is adjusted accordingly.

To edit or void a non-VAT reconciled allocated credit note

When you allocate a credit note to an invoice, or create a credit note from within an invoice, a supplier allocation transaction is created. Before you can edit or void the credit note, you must remove this allocation.
  1. Contacts > click the required contact > Activity.
  2. Click the relevant supplier allocation transaction.
The date of the transaction is the date you allocated the invoice and credit note.
  1. Clear the check boxes for the invoice and the credit note you want to unallocate.
If you allocated multiple transactions at the same time, and you only want to unallocate one invoice and credit note, the remaining transactions are unaffected. If the credit note covered multiple invoices, click the credit note > amend the amount to pay > Save. For example, if the invoice was for £50.00 and the credit note was £100.00, the amount to pay should be £-50.00
  1. Click Save.

You’ve successfully unallocated the sales invoice and credit note which are now outstanding. If the credit note hasn’t been VAT reconciled, please refer to To edit or void a non-VAT reconciled stand-alone credit note. If it has been included on a VAT Return, please refer to To reverse a VAT reconciled stand-alone credit note.

To reverse a VAT reconciled allocated credit note

If you use the Standard VAT Scheme, you can’t edit or void a VAT reconciled credit note, instead, you need to reverse it. To do this:

  • If the original credit note was for the same value as the invoice, it’s already reversed the values from the original invoice. To reverse the credit note, simply create a new invoice.
  • If the original credit note only covered part of the invoice, create another credit note for the remainder of the invoice. You can then create a new invoice.

The new invoice is now outstanding. If the credit note was entered with incorrect details, you can now enter it again with the correct details. If it was entered in error, the invoice remains outstanding until you pay your supplier or you receive a new credit note.

Undo a voided credit note

For audit purposes, unfortunately, it’s not possible to reverse a voided credit note. A voided credit note will always appear on the Audit Trail report but it won’t show up or be included in any other reports.